Special Events Forms & Guides

Special Events Director

Kyndra Brewer
[email protected]
(865) 215-4248

400 Main St., Room 578
Knoxville, TN 37902

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CHANGES TO EVENT APPLICATION PROCESS
Please take note that there are changes to the application process for special events in the City of Knoxville

Due to increasing demand for space, resources, and manpower – new deadlines and fees are now applicable for all future event requests.

The changes come as more people and businesses move downtown, while event applications have picked back up to pre-COVID levels. Simply put, managing downtown venues and street closures has become logistically more complicated and labor intensive and requires more public resources than ever before.

Please keep in mind, using the green space at World's Fair Park and other City parks will often be a more affordable option than an event request with road closures. The City has nearly 100 parks and we are open to exploring alternative locations.

Thank you for your understanding as we work hard to meet the requests of so many organizations.





GUIDES


Special Events Guide
The Special Events Guide includes information to help event coordinators with what city permits and insurance policies are required. All Special Events forms/permits except the Temporary Traffic Control Permit, Parking Meter Bagging & Special Event Parking Permit and Special Event Beer Permit are included in this guide.
View Special Events Guide & Forms [PDF]

Transfer of Risk Guide - Contracts
This document is the City's policy regarding insurance and indemnification requirements for City contracts, including leases.
View Transfer of Risk Guide - Contracts [PDF]

Transfer of Risk Guide - Special Events
This document is the City's policy regarding insurance and indemnification requirements for events held on City property.
View Transfer of Risk Guide - Special Events [PDF]


FORMS & PERMITS

Special Events Form
Required at least 90 days before event. A Special Events Application is required to ensure all your needs are met in regards to city services, therefore the completed form is required at least 90 days prior to the event date. The Special Events Application is required to place your event on the Special Events calendar, viewable on the websites of the City of Knoxville, www.knoxvilletn.gov and Visit Knoxville, www.visitknoxville.com. This application does not eliminate the need for other forms, as it serves as the starting point for City departments to collect event information and for event coordinators to submit. 
Submit Form Online 
View Special Events Form [PDF]

Event Vendor Information
Guidelines for vendors at an event
View Event Vendor Information [PDF]

Banner Request Form
Required at least 60 days before installation. There are only two types of banners permitted: pole or stage banner.
Refer to Banner Request Form for specific locations. A banner cannot hang over a city street, with the exception of Central Avenue in the Old City and Fountain City Park, where special supports have been installed. Banner space must be reserved and approved by the Office of Special Events. All banners must be to the City departments (2 weeks) before installation date. All final banner designs must be approved by the Office of Special Events, all banners must be hung by the City of Knoxville.
View Banner Request Form [PDF]

Beer Permit
Required at least 70 days before event. Beer permit applications are available from the Business Tax Section of the city’s Revenue Office. The beer permit applicant must appear before the Beer Board for consideration of their request for a beer permit. Members of the City Council sit as the Beer Board, which meets before the second City Council meeting of each month. 
View Special Event Beer Permit Form [PDF]

Crisis Management Emergency Plan
Required at least 45 days before event unless exception is approved by the City of Knoxville. Contact the City of Knoxville Special Events Office if you need assistance.
View Crisis Management Emergency Plan Form [PDF]

Fire Inspection Scheduling Information Sheet
Required at least 30 days before event. This form must be completed to schedule a Fire Inspection for any event where cooking, grilling and/or tent set up will occur on City property.
View Fire Inspection Scheduling Information Sheet [PDF]
Outdoor Cooking at Special Events Guidelines [PDF] 



Noise Permit Request
Required at least 30 days before event. Noise permits are only valid on a Friday, Saturday or Nationally recognized holidays, and shall be effective only between the hours of 7:00 am and 10:00 pm. Special noise permits shall be limited to a single day, and no more than two permits shall be issued to any premises in any twelve-month period.
View Noise Permit Form [PDF]

Parade Request Form
Required at least 90 days before event. Should be used for a Parade or Demonstration. A Parade Request Form along with a written detailed route of the proposed parade must be submitted to and approved by the Office of Special Events for all parades utilizing city streets or sidewalks. The parade route must be approved by the Chief of Police. The event coordinator will be responsible for meeting any applicable insurance requirements. 
View Parade Request Form [PDF]

Parking Meter Bagging & Special Event Parking Permit
Required at least 30 days before event. This Traffic Engineering permit is used to block off or reserve a parking spot for construction, moving, special events, etc.
View Parking Meter Bagging & Special Event Parking Permit Form [PDF]

Road Race Request Form 
Required at least 90 days before event. Should be used for any walk, run or bike ride. A Road Race Form along with a written detailed route of the road race, run or walk must be submitted to and approved by the Office of Special Events for all road races, runs or walks utilizing city streets or sidewalks. The route of the road race, run or walk must be approved by the Chief of Police. Event insurance is required in accordance with the guidelines set forth above, and the event coordinator will be responsible for meeting any applicable insurance requirements. 
View Road Race Form [PDF]

Sound System Application for Market Square
Required at least 90 days before event. All events using amplified sound on Market Square are required to use City’s sound system and the City’s contracted sound engineer at a rate of $800 for (6) hours, with a fee of $100 per hour after the first 6 hours. 
View Sound System Application Form [PDF]

Suttree Landing Festival Lawn Application
Required at least 90 days before event. There is a non-refundable reservation fee for Suttree Landing Festival Lawn; $500 for non-profit organizations and $700 for all others. To have power at the event there is $150.00/hr fee; for trash cans and clean up there is $100.00/hr fee. Special Events Applications must be submitted to the Office of Special Events at least 90 days prior to the event. All service requests must be received 30 days before event date. If event needs are not submitted by the 30 day time line, the City will NOT be able to assist with your event. All events are required to submit a Crisis Management Emergency Plan. Due to limited parking at the Suttree Landing Festival Lawn, event organizers are required to provide shuttles to transport guests.
View Suttree Landing Special Events Application [PDF]

Temporary Traffic Control Permit
Required 60 days before event. For an event that requires a road closure, the event coordinator must secure a Temporary Traffic Control Permit through the City of Knoxville Engineering Department (865-215-6109), which may charge an additional fee for preparation of a traffic control plan. The Office of Special Events must be given notice of the application for a Temporary Traffic Control Permit. Every city road closure requires a off-duty Knoxville Police Officer on site, at a minimum rate of $50.00/hour with a 4 hour minimum.
View Temporary Traffic Control Permit [PDF]